Mail Merge. Course Description. Objectives: Design a Main Document. Design a Data Source. Directories. Merge the Main Document with the Data

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1 Mail Merge Course Description The Mail Merge feature allows you to combine items from a data source into a document. This allows you to create form letters, mailing labels, envelopes, etc. You also have the ability to personalize the form by entering information in the table or spreadsheet. Objectives: Design a Main Document Design a Data Source Directories Merge the Main Document with the Data Edit the Data Page 1

2 Terminology Before we begin with Mail Merge, we need to define some of the terms: Field Merge Field Header Record Data File or Source Main Document Address Block Greeting Line A piece of variable information. A set of instructions for the computer to know where to place the variable information within the main document. «First Name» The first row of the data in the data document. Is a row of information which contains all the fields pertaining to one individual/company. The source of information. This contains names, addresses, phone numbers, dates or any piece of variable information that would personalize your document. This contains field codes to merge the variable information from the data source. The labels, letters, memos, etc. A set of instructions for the computer to know what to include in a set address. Automated way to add an opening or salutation along with the name of the recipient you select. Page 2

3 Basic Steps Using Wizard The Mail Merge function allows you to set up your data source and main document at the same time, if you wish, or you may use existing files. We will be creating new files and also working with existing files. There are basically six steps to Mail Merge. 1. Document Type Letters messages Envelopes Labels Directory 2. Starting Document Use the current document Start from a template Change document layout Start from existing document 3. Recipients Use an existing list Select from Outlook contacts Type a new list 4. Arrange or Write Address block Greeting line Electronic postage More items 5. Preview 6. Complete the Merge Print Edit individual Page 3

4 Label Mail Merge Using Wizard Let s start from scratch. We will first create a data source for mailing labels and then create the main document. To start: Select the Mailings tab. Click the Start Mail Merge button from the Start Mail Merge group. Choose Step by Step Mail Merge Wizard (Mail Merge Task Pane pops up on the right side). Step1: Select document type 1a. Choose Labels. 1b. Click Next: Starting document. Step 2: Select starting document 2a. Choose Change document layout. 2b. Click Next: Select recipients. A dialog box appears when you are creating labels which allow you to change the size of your labels. 2c. Once you have selected the correct label option, click OK. Step 3: Select recipients 3a. Select Type a new list. 3b. Click Create. The New Address List dialog box will appear on the screen. To add or delete field in the list, click on the Customize Columns button. Page 4

5 To manipulate the field names in a list please see the following table: Add a field name to the list Delete a field name from the list Rename a field name in the list Moving a field around in the list Click on the Add button. In the Field Name box, type the new field name and click OK. Select the field you wish to delete and click on the Delete button. You will get a confirmation message so click Yes to confirm. Select the field you wish to rename and click on the Rename button. In the Rename Field box, type the new field name and click OK. Select the Field Name you wish to move and click on the Move Up or Move Down button to move it up or down within the list. Click OK when you are finished changing field information. Now you can enter the data into the Address List. Type your information in each field. To navigate between fields you may use the TAB key. To add additional records, click the New Entry button. To move back a field use SHIFT + TAB. 3c. When all the records have been added, click OK. 3d. The system will ask you to save the Address List as a Microsoft Office Address List (.mdb). Save it on your M-Drive or wherever you prefer. Page 5

6 3e. You will get a Mail Merge Recipients box where you can choose to use only selected records. Click OK when you have the records selected you want to use in your Mail Merge. Deselect recipient Select recipient Click a heading Select All Clear All Edit Refresh Clear check mark. This will remove the recipient. Put a check mark in. This will add the recipient. This will sort your list by the column heading you select. Selects all of the recipients with one click. Clears all of the recipients with one click. Click the Edit button to edit the data source. Updates your list. Find recipient Validate addresses 3f. Click Next: Arrange your labels. Step4: Arrange your labels 4a. Click the Insert Merge Field down arrow. 4b. Insert your merge field. 4c. Format the way you want the label. 4d. Continue until you have all your fields in. 4e. Click Update all labels button. 4f. Click Next: Preview your labels. Step 5: Preview your labels 5a. Review your Recipients. 5b. Click Next: Complete the merge. Step 6: Complete the merge Print - This is the same as Merge to Printer. You will be asked what you want to search for and you can enter specific information. Only if a validation program is set up, validate your address info. Edit individual labels - This is the same as Merge to new document. Page 6

7 Letter Mail Merge Using Wizard Now, we will use an existing data source, however, we are going to create a new form letter. The data source is an Excel worksheet, which has names, addresses, and other unique information for each record. First we will create the form letter in Word. Please type the following: (Today s Date) Dear Enclosed are the results of the survey you participated in last month. The data shows the name of each participating company, their jobs and hourly wage information. Thank you for supplying this valuable information. Please contact us if we can be of assistance. Sincerely, (Your Name) Page 7

8 To start: Select the Mailings tab. Click the Start Mail Merge button from the Start Mail Merge group. Choose Step by Step Mail Merge Wizard (Mail Merge Task Pane pops up on the right side). Step1: Select document type 1a. Choose Letters. 1b. Click Next: Starting document. Step 2: Select starting document 2a. Choose Use the current document. 2b. Click Next: Select recipients. Step 3: Select recipients 3a. Select Use an existing list. 3b. Click Browse and find your file to use. From the Select Data Source dialog box, select the file that contains the Data. Word searches for all data sources i.e. Excel, Access, Word, etc. 3d. Some data files will ask you to choose the Sheet you want to use (if the first row of your worksheet contains your headers, make sure this is checked). 3e. Click OK. 3e. You will get a Mail Merge Recipients box where you can choose to use only select records. Click the OK button when you have the records selected you want to use in your Mail Merge. 3f. Click Next: Write your letter. Page 8

9 Step4: Write your letter 4a. Put cursor where you want to insert field 4b. Click Insert Merge Field down arrow. 4c. Layout your Letter. 4d. Click Next: Preview your labels. Step 5: Preview your letters 5a. Review your Recipients. 5b. Click Next: Complete the merge. Step 6: Complete the merge Print - This is the same as Merge to Printer. Edit individual labels - This is the same as Merge to new document. Page 9

10 Creating Individual Envelopes or Labels If you want to create a single label or a whole sheet of the same label, or if you want to create one envelope, you can use the following instructions to do so. Envelopes 1. Click the Mailings tab. 2. Choose the Envelopes button from the Create group. 3. Type in the Delivery Address or pull it in from the address book. 2. Type in the Return Address or look it up in the address book 4. Click Print. If you don t want a Return Address, click the box next to omit. If you need to change the envelope size or the font which prints, click the options button. If you want to save the envelope with the document for future use, click the Add to Document button. E-postage is not installed on your computer. You can check Microsoft for more information on this feature. Labels 1. Click the Mailings tab. 2. Choose the Labels button from the Create group. 3. Enter an address in the Address Box or pull it in from the address book. 4. Click Print. The system automatically thinks you want a full page of labels. Click on single label if you only need one label. If you want to change the label set-up, click the Options button. E-postage is not installed on your computer. You can check Microsoft for more information on this feature. Page 10

11 Using the Ribbon 1. Click the Mailings tab. 2. Click Start Mail Merge from the Start Mail Merge group. 3. Choose letter, message, envelope, labels or directory. 4. Click Select Recipients from the Start Mail Merge group. 5. Choose Type New List, Use Existing List, Select from Outlook Contacts. 6. Write your letter (or message). For labels, skip to the next step. 7. Add merge fields by clicking the Insert Merge Field down arrow from the Write & Insert Fields group. 8. Click the Preview Results button from the Preview Results group. In the Preview Results group use the Auto Check for Errors button to check for any errors you may have in your data. 9. Click the Finish & Merge down arrow from the Finish group. 10. Choose Edit Individual Documents, Print Documents or Send Messages. Other Items: Filter and Sort Mail Merge Directory 11 Page

12 Notes: Page 12

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